The Cold Email Challenge
For the University track, you must get a professor's acceptance. For Embassy track, it is highly recommended. Most professors receive dozens of generic emails — yours must stand out.
Email Template Builder
Fill in the fields to generate a personalized first-contact email structure.
Generated Structure
Subject: Inquiry about research supervision —
Dear Professor ,
My name is . I am writing to inquire about the possibility of joining your lab as a MEXT research student.
I read your recent work on and found the approach to [specific aspect] particularly relevant to my research interest in .
[2–3 sentences about YOUR specific research question and how it connects to their work]
I have attached my CV and a brief research proposal. I would be grateful for the opportunity to discuss potential supervision.
Best regards,
Contact Timeline
Research
6–12 months before deadline. Google Scholar, J-GLOBAL, KAKEN. Read their papers.
First Email
Send personalized email with CV + research proposal. Reference their specific work.
Wait & Follow Up
Wait 2–4 weeks. One polite follow-up. If no reply, try another professor.
Build Rapport
Video call, research tasks, discuss plans. May take weeks–months.
Letter of Acceptance
The golden ticket for University track. Formal or provisional.
Pro Tips
Response rates are low. Cast a wide net across multiple universities. Regional universities are often more receptive than Tokyo/Kyoto.
Each email must reference their specific papers and explain how YOUR research connects. Generic emails get deleted instantly.
Avoid Japanese holidays (Golden Week, Obon, New Year). Send Tuesday–Thursday mornings Japan time.
CV + 1–2 page research proposal as PDF attachments. This shows you are serious and saves the professor time.